Managing Invoices

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Viewing All Invoices

Once invoices have been created, you can view and manage them from the invoices list page. This page displays all invoices in a table format with comprehensive filtering and bulk action capabilities. If any children have regular sessions that were never invoiced, a banner at the top of the page says so. Click Show details to see them and bill the missing days. See Unbilled Sessions Report.

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Invoice Table Columns

The invoice table displays the following information for each invoice:

• Name: The child’s name the invoice is for. Clicking on the name will take you to the child’s profile page.
• Billing Dates: The start and end dates for the period covered by this invoice.
• Invoice Date: The date the invoice was created.
• Due Date: The date payment is due for this invoice.
• Reference: The unique invoice reference number.
• Amount: The total amount due on the invoice, displayed in your configured currency format.
• Sent Date: When the invoice was sent to the bill payers.
• Status: The current status of the invoice (see below for details).
• Integration Error: If an accounting sync has failed, an amber alert icon appears. See Integration Errors for details.

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Invoice Statuses

Each invoice has one of the following statuses:

• Created: The invoice has been created but not yet sent to the bill payers. You can still edit the invoice at this stage.
• Sent: The invoice has been sent to the bill payers via email. The invoice can no longer be edited.
• Part Paid: The invoice has received partial payment but still has an outstanding balance.
• Paid: The invoice has been fully paid and is considered complete.

Outstanding amounts are displayed below the total invoice amount in red text for unpaid or partially paid invoices.

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Filtering Invoices

You can filter the invoice list using these criteria:

• Child: Choose one or more children to see only their invoices.
• Status: Filter by invoice status — Created, Sent, or Paid. When your setting has an accounting integration enabled, a Sync Issues option is also shown, which surfaces invoices that failed to sync.
• Overdue: Show only invoices that are past their due date and not yet paid.

You can also narrow the list to a date range using the date range selector in the toolbar.

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Individual Invoice Actions

Every invoice row has two buttons that are always visible:

• Edit (pencil icon): Modify invoice details, amounts, or due dates. This button only appears on invoices that are not Paid or Part Paid.
• View PDF (book icon): Preview or download the invoice PDF.

The remaining actions live in the row’s options menu (the three dots) and vary by the invoice’s status:

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For “Created” Status Invoices:

• Send Invoice: Email the invoice to the bill payers
• Mark As Sent: Manually mark the invoice as sent without emailing
• Delete: Remove the invoice (with confirmation)

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For “Sent” Status Invoices:

• Send Reminder: Email a payment reminder to the bill payers
• Resend Invoice: Send the invoice again if needed
• View Payments: View all payment records for this invoice (read-only)
• Edit Payments: Add, edit, or delete payments for this invoice
• Delete: Remove the invoice (with confirmation — only available for unpaid invoices)

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For “Part Paid” Status Invoices:

• Send Reminder: Email a payment reminder for the outstanding balance
• View Payments: View all payment records for this invoice (read-only)
• Edit Payments: Add, edit, or delete payments (if not integrated with accounting software)

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For “Paid” Status Invoices:

• Send Payment Confirmation: Email a payment confirmation to the bill payers with the invoice and a payment receipt attached. See Sending a Payment Confirmation Email.
• View Payments: View all payment records for this invoice (read-only)
• Edit Payments: Add, edit, or delete payments (if not integrated with accounting software)

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Bulk Actions

You can select multiple invoices and perform bulk operations:

• Send: Send all selected invoices to their respective bill payers at once
• Send Reminders: Send payment reminders for all selected invoices
• Mark As Sent: Mark all selected invoices as sent without emailing
• Resync: Queue all selected invoices to sync again to your accounting software. This action only appears when an accounting integration is enabled.

To use bulk actions:

1. Select the checkbox next to each invoice you want to include
2. Use the “Select all” checkbox in the header to select all visible invoices
3. Choose the desired action from the bulk actions menu